City Council Meeting Packets

COLUMBUS COMMON COUNCIL – REGULAR MEETING TUESDAY, JANUARY 5, 2021 – 6:30 PM COLUMBUS CITY HALL AGENDA Columbus City Council and Committee of the Whole - Regular Meeting 1/5/21 Join Zoom Meeting https://us02web.zoom.us/j/88529452903?pwd=U3psSmJWL3JtcllkMFJxRDFoaVphZz09 OR CALL: 312 626 6799 Meeting ID: 885 2945 2903 Passcode: 010078 1. Roll Call 2. Pledge of Allegiance 3. Notice of Open Meeting 4. Approve Agenda 5. Correspondence & Communications o Due to the COVID-19 health crisis, City staff continue to minimize attendance at the Council meetings in City Hall until further notice. Citizens wishing to make public comment at the meeting via Zoom, please email Pat Goebel at pgoebel@columbuswi.us by Noon January 5. In your email, please include: your name, address, and the Zoom profile name or phone number you will be calling from. Citizens not signed up to comment via Zoom by Noon January 5, may still comment by appearing in person at the meeting and signing up for public comment. Consent Agenda 1. Council & Committee of the Whole Minutes – 12/15/20 2. Applications for Operator Licenses, term 07/01/20 – 06/30/22 New Business 1. Consider & take action on Resolution #1-21 Dodge County Hazard Mitigation Plan 2. Consider & take action Wisconsin Service Award Program Revised Adoption Agreement 3. Consider & take action on Hibbard Street Change Order #3 4. Consider & take action on claims in the amount of $ 191,234.71 5. Report of City Officers – City Administrator, Mayor 6. Convene to closed session per § 19.85(1)(g) to confer with legal counsel for the governmental body who is rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved. 7. Reconvene to open session 8. Consider & take action on possible termination of service agreement with Active Network 9. Adjourn  COLUMBUS COMMON COUNCIL – REGULAR MEETING MINUTES TUESDAY, DECEMBER 15, 2020 – 6:30 PM COLUMBUS CITY HALL 1. Roll Call: The meeting was called to order at 6:31 pm. Present: Mayor Thom, Alders (via Zoom): Adams, McCabe, Pyfferoen, Reid, Ryan; City Administrator Ellefson, City Clerk Goebel, Recreation Director Meyers; Staff (via Zoom): Schreiber, City Attorney Johnson, Fredricks, Lietha, Lang, Koehn; interested citizens: Roelke, Milburn. Excused: Gray. 2. Pledge of Allegiance: Mayor Thom led the Pledge of Allegiance. 3. Notice of Open Meeting: Noted as posted. 4. Approve Agenda: Motion by Adams, second by Pyfferoen to approve the agenda with one change: table item #6. Motion carried voice vote. 5. Correspondence & Communications: None. Consent Agenda: Motion by Ryan, second by Reid to approve the agenda. Carried voice vote. Council & Committee of the Whole Minutes: 11/24/20 Public Hearing, Regular Meeting, Committee of the Whole meeting, 12/1/20 Regular & Committee of the Whole, Applications for Operator Licenses, term 07/01/20 – 06/30/22 New Business 1. Consider & take action on Street Closing Request from VFW/American Legion for January 2, 2021: Motion by Adams, second by McCabe to approve the street closing request. Carried voice vote. 2. Consider & take action on Columbia County Health & Human Services 2021 MOU for Nutrition Site: Motion by McCabe, second by Pyfferoen to approve the MOU for Nutrition Site. Carried voice vote. 3. Consider & take action on Organizational Chart: Motion by Pyfferoen, second by Adams to approve the organizational chart as presented. Carried voice vote. 4. Consider & take action on Budget Expense Line Policy: Motion by Ryan, second by Adams to approve the Budget Expense line policy. Carried voice vote. 5. Consider & take action on recommendation to award building inspection contract to Safebuilt: Motion by Pyfferoen, second by Reid to approve awarding the building inspection contract to Safebuilt and approve the contract. Roll call vote unanimous. 6. Consider & take action on the City's notice of intent to terminate its contract with ActiveNetwork: Tabled to 1/5/21. 7. Consider & take action on City Service Contracts: Contract awarded for two years 2021, 2022. Hillside Cemetery Internment contract: Motion by Ryan, second by McCabe to award contract to Meitner Land Service LLC for the years 2021, 2022. Roll call vote unanimous. Hillside Cemetery Turf Maintenance contract: Motion by Adams, second by Pyfferoen to award contract to Signature Lawn Care, LLC. Roll call vote unanimous. Electrical Maintenance contract: Motion by Reid, second by Ryan to award contract to SNS Electrical, Inc. Roll call vote unanimous. HVAC Maintenance contract: Motion by McCabe, second by Adams to award the contract to Lattitude.43 HVAC & Energy Solutions. Roll call vote unanimous. Tree Service contract: Motion by Ryan, second by Pyfferoen to award contract to K&B Tree & Lawn Care. Roll call vote unanimous. Weed, Grass, Shrubbery contract: Motion by Ryan, second by Adams to award the contract to Happy Mower, LLC. Roll call vote unanimous. 8. Consider & take action on extension of Emergency Declaration: Motion by Adams, second by Ryan to approve the extension of the Emergency Declaration until February 28, 2021. Carried voice vote. 9. Consider & take action on amendment to City Administrator’s employment contract: Motion by Ryan, second by Adams to approve the amendment to the City Administrator's employment contract. Roll call vote unanimous. 10. Consider & take action on claims in the amount of $157,058.37: Motion by Pyfferoen, second by McCabe to approve the claims. Roll call vote unanimous.  Page 2 – Common Council – 12/15/19 Regular 11. Report of City Officers – City Administrator: Winter reminders: No parking on streets with 2" or more of snow until the streets have been plowed curb to curb; keep garbage bins out of the roadway during snow so plows don't hit them; sidewalks must be cleared within 24 hours after the snow has stopped; tax bills in the mail last week – reminder the was a revaluation and the referendum is on the bill; Didion Milling had an incident last week and Columbia County Emergency Management requested help from the City of Columbus DPW to help remove grain from bins. Several DPW crew volunteered and went to help with several more willing to help as well. Mayor: Highlights from the past year started with interim City Administrator Berner, COVID hit in March, Kyle Ellefson was hired as Administrator in April in middle of pandemic, City was awarded several grants totaling $1.3 million; community and City staff pulled together to navigate through COVID. Was elected as alderman in 2013, reelected in 2015, elected as Mayor in 2017, and again in 2019. Will not be seeking reelection in 2021. Been an honor to serve the community since 2013. 12. Adjourn: Motion by Adams, second by Ryan to adjourn at 7:25 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE MINUTES TUESDAY, DECEMBER 15, 2020 – 6:45 PM COLUMBUS CITY HALL 1. Roll Call: Roll Call: The meeting was called to order at 7:30 pm. Present: Council President Ryan (via Zoom), Mayor Thom, Alders (via Zoom): Adams, McCabe, Pyfferoen, Reid; City Administrator Ellefson, City Clerk Goebel, Recreation Director Meyers; Staff (via Zoom): Schreiber, City Attorney Johnson, Fredricks, Lietha, Lang, Koehn; interested citizens: Milburn. Excused: Gray. 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Thom, second by McCabe to approve agenda with one change: table item #7 until 1/5/21. Carried voice vote. 4. Citizen Comments: None 5. Department Reports: placed on file: November 2020 Reports: DPW, Fire, Media Coordinator, Police 6. Review & discuss Resolution for Dodge County All Hazards Mitigation Plan: No cost to the City and allows for reimbursement for City property in Dodge County. Forward to January 5, 2021 Regular meeting. 7. Review & discuss Butterfly Garden Volunteer Park MOU: Tabled to January 5, 2021 8. Review & discuss Wisconsin Service Award Program Revised Adoption Agreement: Agreement hasn't been updated since joining in 2003. Forward to January 5, 2021 Regular meeting. 9. Review & discuss Hibbard Street Change Order #3: Close out and final change order for Hibbard Street. Forward to January 5, 2021 Regular meeting. 10. Adjourn: Motion by Thom, second by Pyfferoen to adjourn at 7:52 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  RESOLUTION # _1-21___ ADOPTING THE DODGE COUNTY ALL HAZARDS MITIGATION PLAN FISCAL IMPACT: 0 WHEREAS, The City of Columbus recognizes the threat that natural hazards pose to people and property, and WHEREAS, undertaking hazard mitigation actions before disasters occur will reduce the potential for harm to people and property and save tax payer dollars; and WHEREAS, an adopted all hazards mitigation plan is required by FEMA as a condition of future grant funding for mitigation projects, and WHEREAS, the City of Columbus participated jointly in the planning process with Dodge County and the other local units of government within the County to update the All Hazards Mitigation Plan, which was made available for review via a Legal Notice and a copy of which will reside permanently in the Dodge County Emergency Management Office; NOW, THEREFORE, BEIT RESOLVED, that the City of Columbus City Council hereby adopts the updated Dodge County All Hazards Mitigation Plan as an official plan, and BE IT FURTHER RESOLVED, that the Doge County Emergency Management Department will submit, on behalf of the City, the adopted All Hazards Mitigation Plan to Wisconsin Emergency Management and Federal Emergency Management Agency officials for final review and approval. Minor changes made upon advice from the Wisconsin Emergency Management and Federal Emergency Management Agency will not require re-adopting this resolution. Adopted this ____________ day of January, 2021 ________________________________ Michael Thom, Mayor City of Columbus Attest: _________________________________ Patricia Goebel, City Clerk  2021 AGENDA ITEM Committee of the Whole Meeting date: ___Tuesday, December 15, 2020______ Council Meeting date: __January 5, 2021 _______________ ITEM: _Wisconsin Service Award Program, - Revised Agreement_____ DETAILED DESCRIPTION OF SUBJECT MATTER: What is the Service Award Program? The Service Award Program (SAP), formerly the Length Of Service Award (LOSA), for volunteer fire fighters, first responders, and emergency medical technicians was created by 1999 Wisconsin Act 105. The Service Award Program is a tax-deferred benefit program to assist municipalities in retaining volunteer firefighters, first responders, and emergency medical technicians. Participation in this program was adopted by the City of Columbus in 2003 (resolution #23-03) and covers personnel in the Columbus Fire Department. There is money budgeted each year in the fire department budget. By contract, the Rural Fire Group (RFG) also contributes. The State will match what the City and RFG contribute up to $414.90 this year. This amount varies from year to year. Within our department, there are minimum standards to meet in order for individuals to receive this benefit. What has changed? VFIS/The Horton Group is the administrator of the program in conjunction with Glatfelter Specialty Benefits (GSB). They have stated that due to several revisions to the adoption agreement, they are requesting a newly signed agreement. The current agreement is 17 years old. Revisions include: - Updated wording regarding the Annual State Match Amount (currently $414.90). - GSB will now forward all payments to the carriers. Previously, the City would have to send two checks. - Updated wording regarding prior service (years of service before implementation of the program in 2003). We no longer have anyone that falls into this category. - Years of service to be fully vested was reduced from 20 to 15 years. - The City now has until February 15 to send in payment and paperwork. The deadline was previously January 31. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Revised Service Award Program Agreement ACTION REQUESTED OF COUNCIL:  Approve the revised Adoption Agreement for the Wisconsin Defined Contribution Service Award Program.  VFIS ADOPTION AGREEMENT WISCONSIN DEFINED CONTRIBUTION SERVICE AWARD PROGRAM Execution of this Adoption Agreement by the Participating Municipality establishes a Service Award Program (SAP). The primary purpose of the SAP is to attract and retain competent volunteer firefighters, volunteer emergency medical responders, and volunteer emergency medical service practitioners (VFF-EMT) by recognizing and rewarding extended active service. The SAP is to be maintained according to the terms of This agreement is between VFIS and the Emergency Service Organization hereinafter referred to as the Participating Municipality/County as designated below: The name of the SAP shall be the City of Columbus Service Award Program (Program). The following are the provisions of the Program: ARTICLE 1 - IDENTIFICATION Sponsor - Participating Municipality: City of Columbus Address: 105 N. Dickason Blvd Columbus, WI 53925 Telephone: (920) 623-5900 - Fax: (920) 623-6043 Plan Contact: Primary and Additional Contact recorded on Service Award Program Authorization Form. Federal Employer Identification Number: 39-6005417 Name of Program if different than the Sponsor: ESO(s) covered if different than the Sponsor: The Participating Municipality shall retain in a safe place the original policies, contracts and all other legal documents relevant to the Program. Page 1 of 11 ARTICLE 2 - DESIGNATED DATES Effective Date of Program: January 1, 2003 Restated: January 1, 2020 Valuation Date: December 31 ARTICLE 3 - PLAN SPECIFICATIONS SECTION 3.1 - FORMULA FOR PRIOR SERVICE CONTRIBUTIONS (OPTIONAL) The Participating Municipality shall determine the amount, if any it will contribute on behalf of each eligible VFF-EMT it sponsors per Year of Prior Service, in a method to be determined by the plan sponsor. Contributions for Prior Service are optional and subject to a minimum of $100 per year of Prior Service. These contributions do not qualify for State matching funds. These contributions may be determined annually. SECTION 3.2 - FORMULA FOR ANNUAL CONTRIBUTION The Participating Municipality shall determine the amount it will contribute per year on behalf of each eligible VFF-EMT it sponsors under a Program. Subject to s. 16.25 (3)(d)(1), per fiscal year the Department shall provide a match equal to twice the amount of all annual municipal contributions paid for VFF-EMTs up to the maximum appropriated under s. 20.505 (4)(er). SECTION 3.3 - FORM OF BENEFIT The form of benefit shall be lump sum. ARTICLE 4 - DEFINITIONS When used herein, the following words and phrases have the following meaning unless the context clearly indicates otherwise: (a) Account means a statement or record of all state and municipal length of service award contributions, including all applicable earnings, redistributions and deductions made on behalf of a VFF-EMT maintained by a Program Administrator. Page 2 of 11  (b) Adoption Agreement shall mean the agreement executed by the Participating Municipality adopting the Program on which the Sponsor’s selection of options under the Program shall be set forth. (c) Beneficiary means a person, trust or entity designated by a VFF-EMT to receive benefits under a Program. (d) Credit means the recognition of the fulfillment of the requirements for performing service toward a length of service award under the Program. (e) Department means the Wisconsin Department of Administration as specified in s. 16.25, Stats. (f) Emergency Medical Responder means a person who is certified by the Department as an emergency medical responder under s. 256.15(8)(a) or is exempt under s. 256.15(2)(b) or (c) and who, as a condition of employment or as a member of an organization that provides emergency medical care before hospitalization, provides emergency medical care to a sick, disabled, or injured individual. (g) Emergency Medical Services means medical care that is rendered to a sick, disabled or injured individual based on signs, symptoms or complaints, prior to the individual's hospitalization or while transporting the individual between health care facilities and that is limited to the use of the knowledge, skills and techniques received from training required under s. 256.15, Stats., and chs. DHS 110, as a condition for being issued an emergency medical services practitioner license. (h) Emergency Medical Services Practitioner means an emergency medical technician, an advanced emergency medical technician, an emergency medical technician - intermediate, or a paramedic. (i) Fire Fighting Services means the organized suppression and prevention of fires. (j) Member shall mean a VFF-EMT who has been so designated by the governing board of a Participating Municipality and who is faithfully and actually performing volunteer service in that organization. Page 3 of 11  (l) Net Asset Value means the value of an individual length of service award determined by adding the municipal contributions and the state matching contributions, all earnings thereon, and any redistributions as provided in s. Adm 95.08, less investment expenses. (m) Participant shall mean a Member who is eligible for benefits under a length of service award. (n) Participating Municipality means a municipality that meets the Program eligibility requirements of s. Adm 95.04 and elects to participate in a Program. (o) Program Administrator means VFIS, a non-governmental individual or organization in the private sector that provides and administers a program or a designee. (p) State means the state of Wisconsin. (q) Terminated means the status of a VFF-EMT who has ceased to perform credible active service for 12 months or more, or fails to meet any other Program requirement established by the municipality, unless a supervisor has granted the VFF-EMT a leave of absence for that period. (r) Volunteer Fire Company means one that is organized under s. 213.05, Stats. (s) Volunteer Fire Department has the meaning specified in s. 213.08, Stats. (t) Volunteer Fire Fighter or VFF means a person that renders fire fighting or rescue services to a Participating Municipality and does not receive compensation under a contract of employment as a fire fighter. (u) VFF-EMT means a Volunteer Fire Fighter, Volunteer Emergency Medical Responder, or Volunteer Emergency Medical Services Practitioner. (v) Year of Participation shall mean a Year of Service after the Effective Date of the Program. (w) Year of Prior Service means a Year of Service performed by a VFF-EMT for a Participating Municipality before that Sponsor began participation in a Program. Page 4 of 11 ARTICLE 5 - PROGRAM PROVISIONS SECTION 5.1 - MEMBER ELIGIBILITY A VFF-EMT may have only one account for each volunteer fire department, volunteer fire company, emergency medical responder service or entity authorized to provide volunteer emergency medical services to which he or she provides services. SECTION 5.2 - ELIGIBILITY FOR CONTRIBUTION Each Participating Municipality shall develop standards for determining the service required of the VFF-EMT it sponsors under the Program in order to qualify for an annual contribution. SECTION 5.3 - DEATH BENEFIT AND DESIGNATION OF BENEFICIARY (a) DEATH BENEFIT - If a Participant dies while actively on the rolls of a Volunteer Fire Department, Volunteer Fire Company, Emergency Medical Responder Service in any municipality that authorizes emergency medical responders to provide emergency medical responder services, or an Emergency Medical Service that provides services to a Participating Municipality under a Program, his or her designated beneficiary shall be paid an amount equal to the Net Asset Value of the deceased VFF-EMT’s Account. Upon request, the Program Administrator shall make payment as soon as administratively possible. (b) DESIGNATION OF BENEFICIARY (i) Each Participant may designate any person or persons as the Beneficiary or Beneficiaries to whom benefits are to be paid if the Participant dies while entitled to benefits. Beneficiary designations shall be made on a form prescribed by the Program Administrator and shall be effective only if properly filed with the Sponsor during the Participant’s lifetime. Each Beneficiary designation filed with the Page 5 of 11  (ii) Should the Beneficiary, designated in Subsection 5.3 (b)(i) immediately above, die before the Participant or before the completion of distribution of amounts to which the Participant is entitled, the Beneficiary shall be (1) the Participant’s surviving spouse; (2) the Participant’s surviving children in equal shares (if the Participant’s spouse is not alive); or (3) the executors of the last to die of the Participant, the Beneficiary designated in Subsection 5.3(b)(i) immediately above, or the Participant’s spouse, or the executors of the Participant’s children in equal shares (if the Participant’s spouse or children are not alive). SECTION 5.4 - DISABILITY BENEFITS If a Participant becomes permanently disabled as determined by the Wisconsin Worker’s Compensation Program under ch. 102 Stats., while actively on duty performing service, he or she may apply to the Program Administrator for payment of the Net Asset Value of the disabled VFF-EMT’s Account. Upon request, the Program Administrator shall make payment as soon as administratively possible. SECTION 5.5 - VESTING & ACCOUNT DISTRIBUTION (a) FULLY VESTED - A VFF-EMT that has provided 15 Years of Service for Credit to a Participating Municipality shall be fully vested and paid a length of service award upon reaching age 60. (i) A VFF-EMT may elect to receive their length of service award under this subsection by notifying the Program Administrator and the Participating Municipality within the time period required by the Program Administrator or the applicable Program. A VFF-EMT receiving an award under this subsection shall receive the full Net Asset Value of their account. (b) PARTIALLY VESTED - A VFF-EMT that has provided a minimum of 10 years of service for Credit shall be partially vested and may elect to receive a partial length of service award under this subsection at any time after reaching age 53. A VFF-EMT may elect to receive a length of service award under this subsection by notifying the Program Administrator and the Participating Municipality within the time period required by the Program Administrator or the applicable Program. A VFF-EMT who has discontinued providing eligible service for Credit after reaching age 53 and performing a minimum of 15 years of service for Credit and who has not elected to receive a partial length of service award under this Page 6 of 11 subsection may instead elect to receive their length of service award under sub. 1 of Adm 95.04 upon reaching age 60. (i) A VFF- EMT electing to receive a partial length of service award under this subsection shall be entitled to receive the award in the next calendar year following the date of the election. The VFF-EMT shall receive 50% of the Net Asset Value of his or her Account at the time of the request for the first 10 Years of Service for Credit performed. For each Year of Service for Credit more than 10, but less than 15, performed by the VFF-EMT, 10% of the Net Asset Value of the Account at the date of the request shall be added. A VFF-EMT who has reached the age of 53 but has not reached the age of 60 and who has 15 or more years of service shall receive 95% of the Net Asset Value of the Account as of the date of the election. (ii) A Terminated, partially-vested VFF-EMT aged 60 years or more, may submit a request for distribution to receive his or her length of service award. The length of service award shall be equal to the vested Net Asset Value of his or her Account as of the valuation preceding the request. (c) The amounts not paid to a VFF-EMT under this section shall be forfeited and equally distributed among all other open VFF-EMT Accounts sponsored by that Participating Municipality at the time of the forfeiture. (d) For vesting purposes, in the event that a VFF-EMT simultaneously renders service to two or more separate and distinct municipalities, no more than one Year of Service may be credited toward any length of service award in any calendar year the VFF-EMT provided multiple service. ARTICLE 6 - CONTRIBUTIONS SECTION 6.1 - YEAR OF PARTICIPATION CONTRIBUTION A Sponsor’s contributions shall be paid at least annually to the Program Administrator on or before February 15 of the following year in order to receive a matching contribution from the Department. Subject to s. 16.25 (3)(d)(1), per fiscal year the Department shall provide a match equal to twice the amount of all annual municipal contributions paid for VFF-EMTs up to the maximum appropriated Page 7 of 11 under s. 20.505 (4)(er). SECTION 6.2 - YEAR OF PRIOR SERVICE CONTRIBUTION A Sponsor may make contributions for Prior Service. The number of Years of Prior Service for which the Sponsor may contribute shall not exceed the total number of Years of Prior Service provided by the VFF-EMT to that municipality. The minimum contribution payable by a Sponsor for each Year of Prior Service credited to a VFF-EMT shall be $100. The Department shall not match prior service contributions made by a Sponsor. ARTICLE 7 - NON-VESTED ACCOUNT CLOSURE AND LEAVES OF ABSENCE (a) The Account of a VFF-EMT that has performed less than 10 Years of Service under a Program shall be closed if the VFF-EMT ceases to perform creditable service for a period of 12 months or more, or fails to meet any other Program requirement established by the municipality, unless a supervisor has granted the VFF-EMT a leave of absence for that period. (b) A Participating Municipality may determine the conditions under which a leave of absence shall be granted. A Participating Municipality shall grant a leave of absence in writing on or before December 31 of the calendar year in which it is to take effect. (c) A forfeited Account shall be equally distributed among all other open VFF-EMT accounts sponsored by a Participating Municipality at the time of the forfeiture. Forfeitures may not be distributed to an Account frozen under s. Adm 95.09(1). (d) For vesting purposes, upon joining this Program, a VFF-EMT with service earned in a previous Program shall notify VFIS before forfeiture is to occur in order to qualify for transfer of their credited service years. ARTICLE 8 - TRANSFER OF SERVICE TO A DIFFERENT PROGRAM (a) When a VFF-EMT ceases performing service for one Participating Municipality and begins performing service for another, their Account shall be frozen. No contributions or forfeiture distributions may be made to a frozen Account, but a frozen Account shall continue to accrue earnings. Page 8 of 11  (b) Any service credited to a VFF-EMT associated with a frozen Account shall count toward vesting if the Sponsor has placed the VFF-EMT with less than 10 Years of Service on a leave of absence. (c) Any serviced credited to a VFF-EMT associated with a frozen Account shall count toward vesting if the VFF-EMT begins performing creditable service for a subsequent Participating Municipality within 12 months of ceasing to perform creditable service for the former Sponsor. (d) For purposes of vesting and payment of a length of service award, all service credited to a VFF-EMT by this Sponsor or any other Participating Municipality shall be accepted providing VFIS has received notice from the VFF-EMT as stated in the Explanation of Benefits Section B1. and meets the requirements of this Article 8. ARTICLE 9 - PROGRAM AMENDMENT A Sponsor may amend this Adoption Agreement in compliance with all applicable statutes and rules, and the requirements of the Department and VFIS. ARTICLE 10 - PROGRAM TERMINATION (a) The Sponsor may terminate the Program by adopting and filing a resolution to that effect with the Department. The Department shall promptly submit a copy of such resolution to VFIS. A termination must comply with all applicable statutes and rules, and the requirements of VFIS and the Department. The Program shall be terminated at any time with 60 days written notice from the Board to VFIS at 183 Leader Heights Road, P O Box 2726, York, PA 17405 in keeping with applicable law. (b) All accounts of VFF-EMT participants in a terminated Program shall be treated in the same manner as accounts in a Program in which the Participating Municipality ceased to exist as set forth in s. VFF-EMT 1.06 (1) (e). ARTICLE 11 -APPLICABLE LAW This Program shall be construed and enforced in accordance with the laws of the state of Wisconsin. This Program is subject to the Wisconsin Administrative Code, Chapter Adm 95, promulgated pursuant to W.S.A. 16.25, which Rules and Statutes are made a part hereof. Page 9 of 11 ARTICLE 12 - LIMITATION OF RIGHTS Participation hereunder shall not grant any Participant the right to remain a member or any other rights or interest in the Program or assets of the Sponsor other than those specifically herein set forth. ARTICLE 13 - PRONOUNS When necessary to the meaning hereof, either the masculine or the neuter pronoun shall be deemed to include the masculine, the feminine, and the neuter, and the singular shall be deemed to include the plural. ARTICLE 14 - PROTECTION OF VFIS VFIS shall not be responsible for the validity of the Sponsor’s Program and shall not have responsibility for actions taken or not taken by the Sponsor for determining the propriety of accepting contributions, for making payments in accordance with direction of the Sponsor, or for the application of such payments. VFIS shall be fully protected by the Sponsor in dealing with any officer, partner, or principal of the Sponsor. [SIGNATURE PAGE FOLLOWS] Page 10 of 11 ************************************************************************************ As a duly authorized representative of the Participating Municipality, I hereby make application for a Service Award Program (SAP) on behalf of City of Columbus. The Participating Municipality has received a copy of both the VFIS Explanation of Benefits Wisconsin Defined Contribution Service Award Program and the VFIS/The Horton Group Questions and Answers for the Service Award Program (SAP) from the undersigned representative of VFIS/The Horton Group, read and understand the terms of the Program, and hereby accept the provisions thereof. The Participating Municipality also has received sample copies of, read and understood the terms of the Annuity Contracts and hereby accepts same. Executed as of the _________ day of _________________________________, ________. Sponsor: ______________________________ Witness: ______________________________ Signature Signature Sponsor: ______________________________ Print Name Title: _________________________________ ________________________________________ The Horton Group Representative Signature Page 11 of 11  2021 AGENDA ITEM Committee of the Whole Meeting date: _____December 15, 2020____________ Council Meeting date: ____January 5, 2021______ ___________ ITEM: _Hibbard Street Change Order #3______ DETAILED DESCRIPTION OF SUBJECT MATTER: The primary portion of the Hibbard Street Reconstruction Project has been completed, with a few remaining items that will be finished in 2021. The remaining items have known costs, so there should be no further changes or additions to the project. This change order (CO) is the final CO for the project, and is essentially a project closeout process. The first portion of the CO applies the final quantities of material used in the project to the estimated costs used in the contract. There are material quantities that were under the estimate, as well as material quantities that came in greater than the estimates. The second portion of the CO clears out some of the changes that occurred during the project, and are more typical of a CO. A summary of the changes can be found on the third page of the attached CO packet, with more specific details included within the packet. The total CO is an increase of $57,317.38. Applying the actual quantities of materials added $26,321.38. Additional work for changes during the project added $30,996. The overall cost allocation for the CO is:  Water & Light $6,781  Wastewater $7,822  City/Storm Sewer $42,714.38 The additional costs to the City in this CO will be covered by contingency funds that were incorporated in the funding/financing plans. Over the course of the entire project these changes and additional costs for the City have accounted for less than half of the planned contingency. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: o Change Order #3 from R/M and Forest Landscaping & Construction Inc ACTION REQUESTED OF COUNCIL: o Approve Change Order #3  CHANGEORDER#3 City of Columbus 2020 Hibbard and Turner Street and Utility Improvements 9-Dec-20 Original Bid CHANGE ORDER 2 CHANGE ORDER 3 Approx.Qu Change Total Price Change Total Price Item No. Description UNIT Unit Price Total Price New Unit Price New Quantity Total Price New Unit Price New Quantity Total Price antity Quantity Change Quantity Change 2020 Hibbard and Turner Street and Utility Improvements 1 Traffic Control LS 1 $10,000.00$ 10,000.00 2 Silt Fence LF 350 $6.00 $ 2,100.00 -14.00 336.00 ($84.00) $2,016.00 3 Tracking Pad EA 2 $350.00 $ 700.00 4 Tree Removal LS 1 $30,000.00 $ 30,000.00 5 Inlet Protection ‐ Type D EA 49 $120.00 $ 5,880.00 6 Full Depth Saw Cutting LF 774 $4.00 $ 3,096.00 445.00 1,219.00 $1,780.00 $4,876.00 7 Excavation Below Subgrade (EBS) CY 1600 $25.00 $ 40,000.00 507.00 2,107.00 $12,675.00 $52,675.00 8 Construct Roadway to Subgrade LS 1 $195,000.00 $ 195,000.00 9 Geogrid Subgrade Reinforcement SY 6450 $5.00 $ 32,250.00 -2880.00 3,570.00 ($14,400.00) $17,850.00 10 Crushed Aggregate Base Course TON 8500 $12.00 $ 102,000.00 -239.45 8,260.55 ($2,873.40) $99,126.60 11 30‐Inch Concrete Curb and Gutter LF 5200 $12.00 $ 62,400.00 40.00 5,240.00 $480.00 $62,880.00 12 6‐Inch Concrete Driveway Apron SF 3600 $6.00 $ 21,600.00 -190.50 3,409.50 ($1,143.00) $20,457.00 13 Remove and Replace Concrete Sidewalk SF 275 $7.00 $ 1,925.00 13.00 288.00 $91.00 $2,016.00 14 New Concrete Sidewalk SF 12500 $5.00 $ 62,500.00 -45.00 12,455.00 ($225.00) $62,275.00 15 Detectable warning Field EA 16 $265.00 $ 4,240.00 $305.00 0.00 16.00 $640.00 $4,880.00 16 2.25‐Inch Asphaltic Concrete Binder Course TON 1420 $78.00 $ 110,760.00 50.55 1,470.55 $3,942.90 $114,702.90 17 1.75‐Inch Asphaltic Concrete Surface Course TON 1100 $72.00 $ 79,200.00 314.54 1,414.54 $22,646.88 $101,846.88 18 Fill Required for Terraces LS 1 $20,000.00 $ 20,000.00 19 Topsoil, Seed, Fertilze, Class 1 Type A Erosion Mat LS 1 $60,000.00 $ 60,000.00 20 Street Trees EA 22 $500.00 $ 11,000.00 -5.00 17.00 ($2,500.00) $8,500.00 21 Pavement Marking, Cross Walk, 6‐Inch White, Epoxy LF 210 $16.00 $ 3,360.00 -210.00 0.00 ($3,360.00) $0.00 22 Pavement Marking, Stop Bar, 18‐Inch White, Epoxy LF 35 $20.00 $ 700.00 -35.00 0.00 ($700.00) $0.00 23 8‐Inch PVC Sanitary Sewer w/ Granular Backfill LF 2220 $80.00 $ 177,600.00 8.00 2,228.00 $640.00 $178,240.00 24 10‐Inch PVC Sanitary Sewer w/Granular Backfill LF 420 $110.00 $ 46,200.00 7.00 427.00 $770.00 $46,970.00 25 48‐Inch Sanitary Sewer Manhole w/ Frame and Cover EA 8 $4,300.00 $ 34,400.00 26 6‐Inch PVC Sanitary Sewer Lateral EA 22 $1,600.00 $ 35,200.00 1.00 23.00 $1,600.00 $36,800.00 27 12‐Inch RCP Class V Storm Sewer w/ Granular Backfill LF 1150 $58.00 $ 66,700.00 28 15‐Inch RCP Class IV Storm Sewer w/ Granular Backfill LF 830 $64.00 $ 53,120.00 29 18‐Inch RCP Class IV Storm Sewer w/ Granular Backfill LF 610 $84.00 $ 51,240.00 30 24‐Inch RCP Class IV Storm Sewer w/ Granular Backfill LF 620 $95.00 $ 58,900.00 6.00 626.00 $570.00 $59,470.00 31 30‐Inch RCP Class IV Storm Sewer w/ Granular Backfill LF 380 $120.00 $ 45,600.00 32 48‐Inch Storm Manhole w/Frame and Cover EA 10 $2,500.00 $ 25,000.00 33 60‐Inch Storm Manhole w/Frame and Cover EA 1 $4,200.00 $ 4,200.00 34 2'x3' Standard Catch Basin Precast Box w/Frame and Grate EA 40 $2,000.00 $ 80,000.00 -1.00 39.00 ($2,000.00) $78,000.00 35 6" PVC Storm Sewer Lateral LF 55 $50.00 $ 2,750.00 45.00 100.00 $2,250.00 $5,000.00 36 Concrete Storm Sewer Removal LS 1 $1,800.00 $ 1,800.00 37 4‐Inch Ductile Iron Water Main w/Granular Backfill LF 100 $105.00 $ 10,500.00 -39.00 61.00 ($4,095.00) $6,405.00 38 6‐Inch Ductile Iron Water Main w/Granular Backfill LF 80 $100.00 $ 8,000.00 -12.00 68.00 ($1,200.00) $6,800.00 39 8‐Inch Ductile Iron Water Main w/Granular Backfill LF 2850 $88.00 $ 250,800.00 67.00 2,917.00 $5,896.00 $256,696.00 40 8‐Inch Water Main Valve EA 21 $1,950.00 $ 40,950.00 41 12‐Inch Ductile Iron Water Main w/Granular Backfill LF 10 $300.00 $ 3,000.00 -1.00 9.00 ($300.00) $2,700.00 42 Hydrant Assembly EA 9 $4,850.00 $ 43,650.00 43 6‐Inch Hydrant Lead LF 100 $100.00 $ 10,000.00 -5.00 95.00 ($500.00) $9,500.00 $45.00 $ 22,500.00 604.00 $4,680.00 $27,180.00 44 1‐Inch Copper Water Service ‐ Open Trench w/Granular Backfill LF 500 104.00 45 1‐Inch Tap and Corporation Valve EA 19 $250.00 $ 4,750.00 4.00 23.00 $1,000.00 $5,750.00 46 1‐Inch Curb Valve and Curb Box EA 19 $250.00 $ 4,750.00 4.00 23.00 $1,000.00 $5,750.00 47 Pipe Insulation LF 200 $8.00 $ 1,600.00 -120.00 80.00 ($960.00) $640.00 CO #2 CO2-01 Water Main Improvements - Hibbard and Maple TM 1.00 $18,704.00 1.00 1.00 $18,704.00 $18,704.00 CO #3 CO3-01 406 Turner Sanitary Lateral Replacement EA 1.00 $2,980.00 1.00 1.00 $2,980.00 $2,980.00 CO3-02 Inlet bases for inlet 14 and 14A EA 2.00 $725.00 2.00 2.00 $1,450.00 $1,450.00 CO3-03 HERCP storm sewer on Turner LF 72.00 $35.00 72.00 72.00 $2,520.00 $2,520.00 CO3-04 Storm Sewer Removal Turner Street LS 1.00 $2,550.00 1.00 1.00 $2,550.00 $2,550.00 CO3-05 Restoration Turner Street SY 876.00 $8.00 876.00 876.00 $7,008.00 $7,008.00 CO3-06 Maple Street water abandonment EA 1.00 $300.00 1.00 1.00 $300.00 $300.00 CO3-07 Additional Restoration 605 Hibbard for Sewer lateral SY 8.00 $8.00 229.00 229.00 $1,832.00 $1,832.00 CO3-08 Additional Restoration General SY 8.00 $8.00 532.00 532.00 $4,256.00 $4,256.00 CO3-09 Additional Street Excavation for Tie Ins LS 1.00 $8,100.00 1.00 1.00 $8,100.00 $8,100.00 TOTAL $ 1,941,921.00 $18,704.00 $18,704.00 $57,317.38 TOTAL CONTRACT $1,960,625.00 $2,017,942.38 Percent increase per change order 0.96% 2.92% Page 1 sewer restoration sewer restoration 35x11 extra 50x15 & 50x8; accounted for 8 foot x 62 foot wide restoration on each side in street tie in costs (992sf), so i cut out and only credited 158 sf based on measurements.